A Step-by-Step Guide to Changing Strata Management Companies

For many strata councils, there comes a point when their current management company no longer meets the community’s needs. Whether it’s unresponsiveness, delayed invoice payments, or maintenance issues that never seem to get resolved, these frustrations can accumulate over time. When that happens, changing strata management companies becomes an important step toward improving operations and the lives of council and owners.

The process doesn’t have to be difficult. With support from an experienced team, a council can transition smoothly to a new provider. In this guide we’ll walk through the key steps involved in changing strata management companies, from reviewing your contract to ensuring a clean handover, so your council can make the switch with clarity and confidence.

Understanding When It’s Time to Change

Most strata councils don’t decide to change management companies overnight. The decision usually follows months, or even years, of growing frustration with how the building is being managed. Recognizing the signs early can help your council act before problems escalate.

Common indicators include:

• Unresponsive communication. Emails and maintenance requests go unanswered, or important updates are missed.
  
• Problems with financial statements. Monthly statements are incomplete, confusing, or arrive late, making it difficult for councils to track spending and plan budgets.
  
• Late payment of invoices or inability to view them online.  You should not be hearing from vendors asking about their payment.  And, in today’s age you should be able to approve and view all past & current invoices online.  This helps provide important closure on what work has been completed, and can assist in quickly comparing pricing versus prior years, or figuring out the last time those gutters were cleaned.

• Frequent staff turnover. Overly frequent rotation of property managers can lead to lost information, inconsistent service, and lack of accountability.
  
• Reactive instead of proactive management. Issues are addressed only after they become urgent, rather than being prevented through routine inspections and follow-up.
  
• Limited support during meetings. Council members are left to interpret bylaws or navigate compliance questions on their own.

When these issues start to affect owner trust or building maintenance, it’s a sign that the current provider is no longer meeting the community’s needs. At that point, changing strata management companies becomes a responsible step toward restoring reliability and confidence in how the property is managed.

Review Your Current Contract

Before your council makes the decision to change strata management companies, it’s essential to understand what your existing agreement allows and requires. The goal is to avoid hidden renewal clauses, missed deadlines, or disputes over records once the transition begins.

1. Know Your Notice Period

Most strata management contracts in BC require two months’ written notice before termination.  In fact, any longer notice period is legally invalid!  Section 39 (1) of the Strata Property Act says: 

39   

(1) A contract entered into by or on behalf of the strata corporation for the provision of strata management services to the strata corporation may be cancelled, without liability or penalty, despite any provision of the contract to the contrary,

1. by the strata corporation on 2 months’ notice if the cancellation is first approved by a resolution passed by a 3/4 vote at an annual or special general meeting, or
2. by the other party to the contract on 2 months’ notice.

2. Check Termination Trigger

Every agency agreement describes how and when a contract can be ended; typically, search for a clause called “Termination”, “Term”, or “Duration”.  Most require a ¾ vote of the owners at a properly-convened meeting (i.e. a SGM or AGM).  Like all SGMs or AGMs, this means proper notice of the meeting must be delivered to all owners.  Some Councils are concerned that their management company won’t help distribute the notice; don’t be – they are required to take your lawful instructions.  You will, however, need to provide the language for the resolution.  If you want to terminate but feel like you need help navigating the steps, contact us.  

Important note: Penalties for termination are legally invalid (also under Section 39).

3. Confirm Handover Requirements

Many councils are worried about the continuity of documentation if they change management companies.  The good news is you’re protected:  Strata Managers are required by Section 37 to provide all records to the strata corporation. Point of fact, there’s a financial penalty if they don’t!  

In practice, they will just send them directly to the new management company so Council doesn’t need to be in the middle. In our thirty years in the strata business, while sometimes management companies drag their feet in providing the records, we have never had a serious issue getting files prior to taking over management of the strata, allowing us to be prepared for Day 1.

4. Get a Professional Review

If you’d like to terminate and are worried your management company will try to impede you, we may be able to provide practical guidance.  Contact us for a complimentary conversation.  

Choose a New Strata Management Company

Once your council has confirmed the terms of its existing contract, the next step is to evaluate potential replacements. Choosing the right strata management company is one of the most important decisions a council can make. 

1. Identify What Matters Most To You

Before requesting proposals, define what your council expects from its next management company.  Try to keep it to at most five items.  Some examples:

• More reliable or faster communication
• Transparent and timely financial reporting
• Technology to increase convenience and transparency
• Proactive maintenance coordination
• Stable staffing and clear accountability
• Local experience and knowledge of BC legislation
• Scale and experience to provide expert service

Knowing your priorities allows you to evaluate potential partners more objectively.

2. Research and Shortlist Providers

Start by gathering recommendations from neighbouring strata councils or Google Reviews.  Then, review each company’s website to understand their strengths and service scope.  Next, check online reviews. 

Tip: Always check Google Reviews.  You’ll quickly see that many management companies have pretty poor ones.  While it is true that all management companies will get some negative reviews from owners who misunderstand the strata’s role (e.g. it’s not the strata’s job to fix your kitchen sink clog), that problem is the same for all strata managers.  So, you should expect your management company to have at least 4.0 stars on Google Reviews.   

3. Request Detailed Proposals

When reviewing proposals, compare more than just the management fee. Focus on what’s included in the service model, such as:

A clear, detailed proposal reflects the company’s professionalism and commitment to service quality.

4. Conduct Interviews and Check References

Invite shortlisted companies to meet with your council. Ask direct questions about how they handle emergencies, communication standards, and transitions from previous managers. If you want, ask to speak with at least two current clients to confirm whether they deliver on what they promise.

5. Make Your Selection with Confidence

Choose the provider that demonstrates accountability, responsiveness, and a proven record of success. The right partner should make your strata council’s role easier, not harder, and should bring structure and transparency to every aspect of management.

For C&C Property Group, this alignment is central to how we work with strata councils in the Greater Vancouver area and beyond – focusing on proactive communication, reliable support, and a seamless transition when changing strata management companies.

Giving Notice and Planning the Transition

Prepare a Clear and Compliant Notice

Once your council decides to move forward with changing strata management companies, the first formal step is to issue written notice to your current provider. Review your existing management contract to confirm the required notice period, which should be no more than two months as explained above.   

Your letter should clearly state the termination date, reference the relevant clause in your agreement, and request confirmation of receipt. Providing this notice in writing, both by email and registered mail, ensures the process is transparent and fully documented.

Coordinate Communication Across the Council

Effective communication is essential during a management transition. Make sure all council members are aware of the termination date, the reasons for the change, and the upcoming timeline. A coordinated council approach prevents mixed messages and ensures everyone can respond consistently to owner inquiries. When changing strata management companies, clarity within the council builds trust and keeps the process on track.  

Inform Owners and Stakeholders Early

Once the notice has been delivered, communicate the decision to owners and residents as early as possible. Transparency helps reduce confusion and maintains confidence in the council’s leadership. Provide clear information about the name of the new management company, when the change will take effect, and who owners can contact during the transition (answer: their existing strata manager). 

Keeping residents informed minimizes disruptions and demonstrates that the decision to change was made thoughtfully and responsibly.

Let the New Company Drive the Handover

There should be little for Council to do here.  A good management company will handle everything including document handover, funds transfer, setting up owners in the new system, and notify the strata’s vendor list.  

One area for Council to help could be in encouraging owners to sign up for pre-authorized debit with the new management company.  This helps ensure the strata doesn’t have any trouble paying its bills in the first month.  Ask your new management company about the pace of sign-up.  

Kicking Off With Your New Management Company

Typically you want to have a council meeting soon after the new company takes over. The first meeting with your new provider should focus on establishing shared expectations and defining what good management looks like for your building.  

Questions for both parties to address upfront:

1. Who on Council should be the Manager’s point of contact for various types of issues?
2. Who can be the on-site contact?
3. What’s the process for handling owner requests and maintenance calls?  How will these be kept track of?
4. Who should receive financial statements?  Approve invoices?
5. Maintenance Plan.  Review the strata’s seasonal maintenance plan and the Long-Term plan, if the strata has one.  If not, create one.
6. 24/7 Emergency protocol.  Manager should explain how that works.
7. Building keys.  To which rooms does the management company hold keys?  
8. For residents to install internet (e.g. via Telus or Rogers), does the management company have keys to the correct electrical room?
9. Fob changes.  Who holds new fobs?  How are they programmed?
10. New resident procedures: move in/out rules, any loading zone parking, entercom updates, etc.

These discussions don’t need to be complex, but they should be specific. Councils that take time to confirm responsibilities, response times, and reporting standards at the outset see far fewer issues later. Establishing structure early ensures that changing strata management companies leads to lasting improvement rather than a temporary adjustment.

Take the Next Step Toward Better Strata Management

Changing strata management companies can feel daunting, but with the right structure and support, it’s an opportunity to reset expectations and strengthen how your community is managed. The difference lies in choosing a partner that values communication, transparency, and accountability as much as you do.

C&C Property Group has helped strata councils across British Columbia make seamless management transitions – handling every step from contract review to owner communication with professionalism and precision. Our experienced team ensures your records, finances, and operations stay organized so your council can focus on decision-making, not administration.

If your current management company isn’t meeting your community’s needs, it may be time for a change. Contact C&C Property Group today to learn how our proactive approach can make your next transition the smoothest one yet!